What is the password
etc..
INSTALLATION
ENTERING CASES
IMPORTING CASES
REPORTS
BACKUPS
CRASHES
- How do I
recover a damaged logbook?
- What's
the password??
It's 'tutor' and it is displayed on the installer, the
start up screen, the help file and everywhere else we could think
of putting it! The reason there is a password at all is to give
you the option to protect your data from others, since the
password can be modified by you from the menu bar at the top of
the screen.
- The
backup facility won't work ... it says the disk is full
Don't try to run or save the logbook to floppy diskette,
it is too big and you will crash the program. You can however
install the entire program to a USB drive (>32Mb is advisable)
for portability.
- I
am having problems using the logbook on Macintosh OSX
Logbook 6 is only OSX compatible. The older version 4.99
will work with OS9.2 and earlier. Both are supplied as stuffit
archives. Stuffit expander is available as pre-loaded software on
pre-OSX Tiger Macs (an internet utility in the Applications
(system 9) folder).
Otherwise you can download it as freeware from the Apple.com or Aladdin
Software websites. It's also very useful software for archiving
purposes and is well worth the hassle of downloading.
- I
can't open my old logbook.rca file with the new version that I
have just installed
No you can't. Each version is different so that you can't
accidentally enter cases in two versions without realising it. You
can IMPORT cases from the old logbbok into the new one but
this has to be done from within the new logbook.
- I
can't get the fields to match up when I import cases from one of
your other logbooks
There is a quick way to do this... at the top of the box
that appears during the import process... on the right hand
side... is a feature called "View by". If you change this to
"Matching names" most (if not all) the fields will line up . If
you are importing from your own logbook, I'm afraid you will have
to trawl through the field names the hard way and tick the ones
that seem to match appropriately.
- I
click on the .sit file and my computer asks me which program to
use to open it.
You need Stuffit Expander. If you use >Mac OSX Tiger this
software is not pre-loaded on your Mac, but you can download it from
the www.apple.com website (there is a direct link on the
www.logbook.org.uk website). If you are a PC user, download the .exe
versions instead. Mac OS9 users will find that Stuffit expander is
already available as an internet utility in the Applications (system 9)
folder.
- I
click on the logbook.rca file but it won't open.
Use the diamond shaped application/program icon instead. Once
this has been used to open the logbook, all files will be
correctly registered with your PC.
- I
can open the logbook but it won't allow me to type in the
fields.
You haven't entered a password - try 'tutor'.
Alternatively you may not yet have created a new record.
- I
get lost and can't find my way back to the menu
buttons.
Click on 'logbook commands' / 'scripts' on the menu bar across the
top of the screen, most of the features are listed there.
- When
I use some commands I end up with an empty case record.
You may be in 'find' mode - the computer is waiting for
you to specify search criteria. Click on the word 'find' at the
bottom left of the screen and change it to 'browse ' if you want
to scan records.
- How
can I get rid of the start up credits?
They go automatically after you have entered 100 cases.
- The
graphs won't work.
If you delete all the cases in your logbook you may also delete
the graphics. Try reinstalling it and then import your cases into
this new copy.
- Sometimes
when I hit 'enter' the text box on the screen just gets bigger and
nothing seems to happen.
You aren't hitting 'enter' you are actually pressing the 'return'
key (above shift). The RETURN key does not perform exactly the
same function as the ENTER key. In some instances it merely starts
a new line, rather than initiating a function. If you are using a
laptop computer, ENTER functions may be performed using
"Ctrl-RETURN".
- How
do I save the logbook file?
The logbook saves itself automatically every time it is shut down
to alternate backup files in the logbook directory. Check the file
details to see which is the most recent backup A or B (file
'properties' on Windows or 'get info' on the Mac).
- The
logbook file is getting very big, can I make it any
smaller?
It is possible to compact the file. Firstly, make sure you have an
up to date backup somewhere else on your computer, just in case.
Use the 'save a compressed copy' option in the Import/export cases
facility - a smaller copy will be saved at the location indicated.
This can then be used to replace the larger 'logbook.rca' file.
Make sure you have renamed the compressed logbook to 'logbook.rca'
or it won't open the next time you click on the application icon.
Alternatively you can make a very compact backup copy by using
'export as a text file'. However, this will contain only the core
dataset and will need to be re-imported as a tab-separated text
file to be viewed (Use the Import routine for a PDA logbook file
to do this).
- How
do I search for cases that have occurred between two specific
dates?
Date ranges need to be entered in the form
dd/mm/yyyy...dd/mm/yyyy.
- The
terms I want to use aren't in the picklists.
Edit the picklist. The option exists below the current list of
terms. If you want to search for terms you have already actually
used within a field click on the field NAME rather than the field
box on the search page, an index of all the terms actually used
within that field will be displayed.
- The
reports are generating rubbish or numbers with no writing next to
them.
You have got some empty case records in your dataset or you have
mistyped some information in one or more fields. Use the 'clean up
database' command in the 'scripts' menu to weed them out. This can
be also be found in the 'toolkit menu'.
- I
have accidentally imported cases twice, can I get rid of the
duplicates?
Yes. Use the 'find duplicates' command in the 'toolkit menu'. This
looks for 5 specific matches per case record before authorising
deletion. An automatic backup is placed in the logbook folder
before removal of duplicates... just in case you want to restore
them.
- I
want to run a report on a found set of cases but whenever I go to
the report menu I lose all the cases I found.
Go to the report menu by clicking on the 'scripts' button on the
menu bar, then you won't lose the cases you have found. Whenever
you go back to the main menu screen the logbook re-finds all the
cases held within it.
- I
want to keep a separate record of all the cases I did in this
hospital.
There is no need to. You can use the 'anaesthetist' field to
identify different elements of the rotation. If you click on the
red trainee label you will be able to edit the staff database so
that the picklist presents you with yourself in different posts.
We suggest you use for each entry your surname and hospital ie
Hammond-SGH with the appropriate grade, NTN and start/finish
dates. If you are importing cases you can then label them in bulk
by selecting the name of trainee ie Hammond-sgh or Hammond-bri
which reflects the section of the rotation you were on for those
cases. If entering the records directly to this system use the
appropriate trainee name in the 'Anaesthetist' field of the input
card. Once you have done this, departmental type reports that
analyse the data from multiple trainees in the same department
will analyse the data from your rotation to provide a breakdown of
your experience based on the hospitals in your rotation. For
example you will be able to see how your vascular experience was
divided amongst the hospitals in your rotation. The 'Casecount'
report does much the same thing.
- My
computer crashed and the logbook won't open - it suggests using
the 'recover' command.
The file has been corrupted by the computer crash, if you
have a recent backup use that instead. You need to dump the
corrupted file and rename the backup as 'logbook4.rca'. If this is
not possible... or you haven't made a recent backup, you can
attempt to recover the damaged file. The recover command is not
available in the menu of the runtime version of FileMaker Pro (it
is on the commercial FileMaker Pro version). To recover a damaged
file, hold down the following keyboard keys immediately after
running the runtime application.
Macintosh: Command + Option keys (alt+apple)
Windows: Control + Shift keys
During the recovery process, the FileMaker Pro Runtime application
does the following:
- Creates a new file.
- Renames the damaged file. It adds "old" to the end of the file
names. For example, "Logbook.rca" is renamed "Logbook
Old.rca."
- Gives the repaired file the original name.
Most logbooks are recoverable but some are just too badly
damaged.
- I
can't import cases from my PDA - they come across as
gobbledegook!
The HanDBase PDA database format is unrecognisable by PC/Mac
programmes. You need to convert the file to tab-separated text
first. See the Importing cases section for more details.
- I
can't import cases from the SCATA PDA / Psion 5
logbook
Blame SCATA. For some reason earlier versions of the new EPOC
logbook had a different export order for fields. This has rendered
it less compatible with existing logbooks. Use the
'Import
cases from a PDA, spreadsheet or
database' option. You will
have to match the field names up appropriately for the first
import but the order should be retained as 'last order' on
subsequent imports. Newer versions of the EPOC logbook don't have
this problem so it may be worth looking for a more recent version
on the
SCATA website.
- When
I import cases from my PDA the dates come across wrong or as
'?'.
Check the system settings on both the PDA and the PC are set to UK
convention (dd/mm/yyyy). The americans use (mm/dd/yyyy) and this
messes up the date calculations. To check your PC, go via the
Start menu to 'Settings', 'Control Panels', 'Regional Settings'
and ensure you are using English (British) settings. Your PDA is
usually set to UK conventions if it is a British product, but
check it via the system menu to be sure. Finally, you need to
check that the HanDBase desktop preferences are set to UK
conventions. See the 'How do I set up HanDBase preferences'
section with illustrations in the 'Logbook Support' area of the
website.
- I
can't import cases from Excel - they come across as
gobbledegook!
The older versions of the logbook can only handle simpler
spreadsheet and database formats eg sylk, dif, tab separated text,
save your spreadsheet in one of these formats first and then use
the Import/export facility within the logbook. You will need to
line the fields up to the most appropriate match before compleing
the import process.
- I
want to import cases from the hospital in-theatre system - is this
possible?
Yes, as long as you accept the limitations of the data they have
collected. The logbook can handle simpler spreadsheet and database
formats eg sylk, dif, tab separated text, ask them to save your
data in one of these formats first and then use the Import/export
facility within the logbook. You will need to line the fields up
to the most appropriate match before compleing the import process.
The commonest problem you will encounter will be interpreting
supervision, since this is entirely in the eye of the beholder. If
you ask the database manager to include fields that identify the
anaesthetists present for each case, you can put this information
into the 'anaesthetist1' and 'anaesthetist2' fields in the
logbook. These are only available for review on the
TUTOR MODE SCREEN, but are present on every case
record. If you are really lucky they will be able to include
grades of the anaesthetists - again, fields exist for both
anaesthetist1 and anaesthetist2. Then you can go through the
dataset and work out the supervision yourself.
- I
want to run my own logbook on one of the department's computers
but someone else has already installed a copy of their
own.
Not all trainees have access to their own computer. Therefore in
many instances several individuals will attempt to run parallel
logbooks on the same departmental computer. The possibility exists
that the 'newcomer' may overwrite existing logbooks by accident
during the process of loading a new copy. Although the logbook
installation defaults to the folder '@logbook5' there is no reason
why you can't ask it to install to 'Fred Bloggs' as a parent
folder. This will also prevent others from accidentally
overwriting it with a future default installation. Whatever name
you choose for the parent folder, make sure you leave all the
files within it.
- I
don't understand what format to use for dates
From the year 2000 onwards, the computer has to solve the problem
of whether the year '00' is supposed to be 2000 or 1900, and how
does it then calculate an age or difference between the two dates?
You should therefore always use the four figure year notation
(e.g. 1999, 2000 etc.) to avoid confusion. If you previously
haven't, don't worry. From Jan 1st 2000 the logbook would have
converted any pre-existing two figure years e.g. '99', '63' etc.
to 1999, 1963 etc. so leave yor old cases alone. From now onwards
any newly entered two figure years e.g. '00', '63' will
automatically be changed to the current century e.g. 2000,
2063 etc. As far as future date changes are concerned, the logbook
will handle dates up to the year 3000 and correctly handle the
leap years in the year 2000 and beyond. Version 2 onwards of the
logbook always display the four figure year notation for all date
entries both past and present. However, version 1 works just as
well. In order to avoid any problems and subsequent headaches we
strongly recommend that the four-digit explicit date format be
used for ALL entries into ALL date fields in the logbook and that
a separate backup copy of the 'logbook.rca' file is maintained at
all times.
- The
Obstetric Report won't work between the dates I want to
set
Yes.. sorry it won't in the current version. However, all is not
lost! You can perform a search for obstetric cases (specialty)
performed between specific operation dates entered as a range in
the date field (eg 27/12/1999...15/01/2001). Then go directly to
the Reports Menu and run the OPERATION TYPE report. This collates
different procedures and sorts them according to primary and
secondary anaesthetic technique. More detail on this, with
pictures in the 'Reports' section of 'Logbook Support' on the
website.